HomeMy WebLinkAboutItem D13 D13
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor James K.Scholl,District 3
The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2
Craig Cates,District 1
David Rice,District 4
Holly Merrill Raschein,District 5
Board of County Commissioners Meeting
September 10, 2025
Agenda Item Number: D13
2023-4499
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan
N/A
AGENDA ITEM WORDING: Approval of 1st Amendment to Agreement with Monroe Association
of Retarded Citizens, Inc., for Pre-Promotion of Tour de Keys in November 2025 to revise the funding
allocation and revise Exhibit C (Event Budget).
ITEM BACKGROUND:
See attached letter from the Event Coordinator. At the FY 2026 funding allocation meetings, DAC V
and III funded the event as a Turnkey Event, while DAC I decided to fund the event as a Destination
event. As per the letter from the Event Coordinator, they are rescinding the Destination funding they
received in DAC V and III and retaining the Pre-Promotion Destination funding they received in DAC
I.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved the original agreement at their meeting of September 11, 2024.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
GPJ 8.26.25 - no insurance required by original agreement.
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
1 st Tour de Keys A end ent.pdf
FINANCIAL IMPACT:
117 77030 00036
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115 75360 00036
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WHERE RPIA <CABLE CITIZENS THRIVE
MONROE ASSOCIATION FOR REMARCABLE CITIZENS
Becki Balcer P. O. Box 428
Fundraising Key West, Florida 33041-0428
Events 305-294-9526 ext 25 Phone
Public Relations 305-292-0078 Fax
Coordinator Becki.Balcer@marchouse.org
To DAC Board Members Districts I, III, and IV—
This cover letter serves as an explanation for a Funding Request for 2025 Tour de Keys.
The 2025 Tour de Keys has been granted $25,000 across the three listed districts for Destination Funding. However,
given that the funding cycle changed before the 2024 event occurred and there was no hard data to use in that
application, we would like to re-apply as a Turnkey Event for 2025.
The event date is set for November 22, 2025 which falls in the current funding application cycle. The Tour date was
shifted from late September or early October to November due to the sunset of the SMART Ride. The SMART Ride was
a 2 day fundraising cycling event from Miami to Key West to benefit HIV/AIDS not for profits in Florida. This ride
attracted approximately 700 participants annually to the Keys. When it was announced in 2023 that the SMART Ride
would be ending the Ride Director and producers of the Tour de Keys along with the Executive Directors of both MARC,
Inc and AH Monroe (the benefitting agencies of the Tour de Keys)took over the date. This date is better suited to an
endurance event of this size and scope as it is less likely to be impacted by hurricanes and generally there are cooler
temperatures. Additionally, this date change eliminates any direct competition with other large rides in Florida on the
same date. It is the objective of the Tour de Keys to capitalize on these things and grow to a similar sized event as
SMART Ride.
In the 10 years of producing the Tour, we have fostered important relationships with volunteer groups throughout the
island chain. These partners have been integral in growing the ride and suppling the much needed support to the Tour.
After attending the Fundraising Workshop and discussions with the Executive Directors of both MARC, Inc and AH
Monroe we felt that better use of TDC dollars would be for the Tour de Keys to apply for Turnkey Funding. This would
allow us to use the funds in a way that best grows the event and supports our riders.
In the event that our funding is approved as a Turnkey Event we will cancel the existing contract with the county for the
Destination Funding.
The Turnkey Event Funding allows the Tour de Keys to become a premier cycling event in Florida as well as a signature
fundraising event for two Keys-wide not for profits.
Thank you for your understanding and consideration in this matter.
Becki Balcer
MARC, Inc
Fundraising, Events, and PR Coordinator
Tour de Keys
Ride Director
UNITED
Partially Sponsored Agency s CoMei,aind the keys.
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3649
AMENDMENT Ost AMENDMENT) TO AGREEMENT
THIS AMENDMENT to Agreement dated this day of 2025, is entered into by
and between the Board of County Commissioners for Monroe County, on behalf of the Tourist
Development Council, and Monroe Association of Retarded Citizens, Inc., (Event Contractor).
WHEREAS, there was an Agreement entered into on September 11, 2024 between the
parties, awarding $25,000 to Grantee for the Pre-Promotion of Tour de Keys ("Event") in November
2025 for TDC Districts I, III and V; and
WHEREAS, it has become necessary to revise the Agreement to rescind the funding received
in TDC District V for $10,000 and TDC District III for $5,000 due to the event applying for and
receiving Turnkey Funding for these Districts in the FY 2026 Destination/Turnkey funding cycle; and
WHEREAS, due to the reduced funding allocation, it has become necessary to revise Exhibit
C — Event Budget; and
NOW, THEREFORE, in consideration of the mutual covenants contained herein, the parties
agree to the amended Agreement as follows-
1. 1. Payment: The County agrees to pay up to $10,000 (Ten Thousand Dollars — Monroe
County Tourist Development Council (TDC) District I Funding Allocation) effective October 1, 2024
for Tour de Keys in November 2025, from tourist development tax funds (see III uuilll ui° ). Of this
amount, no more than $1,000 shall be expended on advertising media costs attributable to in-county
placement. III l,iuc geineii4l unoi aIIIIILouate sec"flioin of ain evein't h budget ul[,ivaIIIIII not exceed 151/6 of flll,,iuc
totalll budget aind may be u'flll4ed four uinfouircucein I cuiruirnlussuill lllc c Ill cui° dui uuircu aind four fl,,iiose
budget III ui in cu ° III,°iu a t inlay uirc a ui uirc a ui fur o in a IIL °f a in u Y o ainleindirneints a III iu a III IIL Ilh e iniade "to III a uu llh ui
afteir a114 114 uiro aIIL of agireeinlein't A I st of Accqatallh,fle III Neint III' aui llke'fl in iris attaull[.ie "to flI,°iuc
a uirccurncui t as III III i ui b ur,"
2. Exhibit C of the Agreement shall be revised as attached hereto.
3. The remaining provisions of the agreement dated September 11, 2024 shall remain in full force
and effect.
Amendment#1
Tour de Keys
ID#3291
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IN WITNESS WHEREOF, the parties have set their hands and seal on the day and year first
above written.
(SEAL) Board of County Commissioners
Attest: Kevin Madok, Clerk of Monroe County
As Deputy Clerk Mayor/Chairman
Monroe Association of Retarded Citizens, Inc.
By
President
Print Name
Date:
AND TWO WITNESSES
(1) (2)
(1) (2)
Print Name Print Name
Date: Date:
Amendment#1
Tour de Keys
ID#3291
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EXHIBIT C
DESTINATION EVENT BUDGET - FISCAL YEAR 2025
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ointuiract sI[,iioWing tlll,°uro I o alll lllc IllttauirIke' in 4 euimucu I sous cain III e °touui° d oui°mllluiine at
https:/fwww.monroecounty-fl.govf ocumentCenter/Viewf31867fSample® estination®Agreement
II I"" Ili30CC III RIIIROV IIL...... oIII 14 II II II'II IPA""""
Tour de Keys 2025 Pre-Promotion
EVENT NAME
MEDIA PLACEMENT & PRODUCTION COST: $4,000
PROMOTIONAL SIGNS: $849
PROMOTIONAL ITEMS: $2,867
DIRECT MAIL PROMOTIONS:
PROGRAMS
PUBLIC RELATIONS: $1,000
*GENERAL NON-ALLOCATED: $1,284
TOTAL $10,000
'The General Non-Allocated line item should not exceed 15% of the total funding allocation, and may
only be utilized for acceptable event marketing expenses (see Exhibit A of application).
TDC will only consider reimbursement of permissible marketing expenditures that highlight the special
event versus the regular programming of a business, organization or the facility.
The County shall pay no more than 10% of the total allocated funds on advertising media costs
attributable to in-county placement.
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